In the event of any crisis that affects the AU campus, steps will be taken immediately to assure the safety and security of the campus community, communicate quickly, and resume normal operations as soon as it is practical.

Immediate Actions

1. The president will be notified immediately of any university emergency situation. The president has final authority for emergency decisions and directives; in the absence of the president, the provost has this authority.

2. The president will convene the President’s Cabinet at an off-campus emergency operations center. There will also be a backup emergency operations location.

3. The president and the Cabinet will review the situation and the president will decide appropriate actions, such as evacuating the campus or specific buildings, canceling classes, closing the university, communicating with the campus and the media, and securing emergency provisions.

4. An Emergency Response Team, with training and responsibility for managing emergency operations, will go immediately to the emergency operations center or, if that is not possible, will contact the center by telephone. The ERT is comprised of managers with responsibility for major services.

5. Emergency Assistance Staff, with training and responsibility to carry out specific assignments, will receive instructions either from the President’s Cabinet members or from the Emergency Response Team and will assist in implementing emergency procedures. Their duties will include communication, evacuation, directing pedestrian and vehicular traffic, and securing university property. The list of EAS will be updated on a regular basis and new staff will be trained as necessary. Building marshals are members of EAS. EAS duties include:

> Receiving calls from ERT;
> Initiating telephone communication to activate EAS;
> Pulling and tagging fire alarms;
> Ensuring that buildings are empty, including elevators, and reporting
information to ERT; and
> Going to the evacuation site.

6. All emergency staff will wear easily identified armbands and hats, and will have their AU Ids displayed.

7. Police, fire, rescue, or medical officials from the District of Columbia, the U.S. Government, or Bethesda-Chevy Chase may be on campus to assist. University emergency personnel and the campus community will rely upon the expertise of these professionals during a crisis.

Communication

1. The president’s chief-of-staff will be responsible for transmitting the president’s emergency decisions to a pre-designated communication network comprised of all emergency personnel. In the absence of the chief of staff, the director of media relations will perform this task.

2. All decisions will include a directive for the most effective means of communication in light of the situation, e.g., e-mail, telephone, cell phone, flyers, or in-person announcements.

3. Local TV, radio, and newspapers will be contacted to provide expanded communications. Voice mail, e-mail, the University Information Line (x-1100), and the University website will be used for official updates (although some forms of communication may not be operable in a given emergency).

4. Other appropriate communication procedures will be used for students and employees living off campus (e.g., contact by supervisors, faculty, or staff).

5. Students, faculty, and staff should notify family, relatives, and friends of how to get information about university operations.

6. Such vital information as the following will be communicated:

> A description of what has occurred;
> Preliminary assessment of impact;
> Immediate course of action;
> The urgency of action;
> Emergency procedures being implemented;
> Time of safe return to campus (after an evacuation);
> Emergency numbers and website access; and
> Other significant decisions or information.

7. Every effort will be made to communicate a single, clear message simultaneously to as many students, faculty, and staff as possible. Emergency personnel will be trained to communicate information quickly and consistently.

8. Emergency messages will be adapted for various constituencies, such as faculty, parents, students, alumni, and media.

9. Certain campus services and support personnel will receive specific instructions relating to their specialized duties.

Evacuation

1. After the president has issued the order to evacuate (either the campus or individual buildings), the provost and vice presidents will activate evacuation plans for their respective divisions. These will include instructions to:

> Forward phones;
> Close and lock doors;
> Ensure that all building occupants have left;
> Direct building occupants to the evacuation site and remind them to take along any prescription medication they need to take on a regular basis; and
> Report completed evacuation to appropriate university officials.

2. Each office will develop procedures that are specific to its needs and compatible with university emergency procedures, including securing valuables and records, continuing operations off campus, and establishing communication within the unit.

3. In the event of the evacuation of the entire campus, the campus community will be informed of the primary evacuation site(s).

4. Alternative evacuation sites will be designated if primary sites are not available or if the situation requires a long-term evacuation.

5. Safe-area evacuation sites will be designated for specific building or campus area evacuations.

6. In a medical emergency, seriously injured persons should not be moved unless they are in an immediately life-threatening situation. If medical assistance is needed, contact the Public Safety office (x3636) or a campus emergency official, and emergency personnel will be dispatched to assist.

A dining services contingency plan will go into effect to provide food for members of the campus community who are at the evacuation site(s).

The lines of communication outlined in the Emergency Management Procedures are intended for use in emergency evacuation situations. They do not replace established university-wide or departmental communication protocols that are used during other types of emergencies (e.g., weather-related closing or delayed opening of the university).

Evacuation Procedures

All occupants are required to evacuate the building immediately when a fire alarm sound or other evacuation signal is given. Individual office personnel will turn off personal computers to protect university data from possible damage.

The last person to leave an office, classroom, or lab will close and lock the door behind them.

> Keep calm.
> Use the nearest exit to leave the building.
> Use the stairwell only (hold on to hand rails).
> Do not use elevators.
> Person(s) with disabilities should be assisted to the stairwell landing.
> Request assistance from DC Fire Department personnel in the area to care for disabled persons, if necessary.
> In a medical emergency, seriously injured persons should not be moved unless they are in an immediately life-threatening situation. If medical assistance is needed, contact public safety (x3636).
> Do not smoke.
> Do not panic – walk slowly.
> Never attempt to travel through smoke-filled or other imminently hazardous areas. If you encounter smoke in stairwells, close the door and use a different exit.
> Never assemble near exits or fire lanes.
> A perimeter will be established by University Police and/or DC Fire Department. Do not return to the evacuated building unless you are told to do so by University Police or DC Fire Department.